Provision of an Independent Project Monitor for Capital Works Projects

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The South East Technological University (SETU) requires an independent project monitor for capital works projects. The selected supplier will provide these services under a contract with an initial term of two years, with the option for two extensions of up to 12 months each, for a maximum contract duration of four years. The estimated expenditure over the full potential term is not disclosed.

The core function of the appointed supplier is to act as an independent project monitor. This involves overseeing and reporting on the progress and management of capital works projects undertaken by SETU. While specific project details are not enumerated in the provided text, the scope implies a need for expertise in construction project management, contract administration, and reporting. The services will encompass monitoring projects to ensure they align with specified requirements, likely including adherence to budget, schedule, quality standards, and regulatory compliance. The supplier will be expected to provide objective assessments and reports to SETU, facilitating informed decision-making and risk management for the university's capital investments. The scale of projects is indicated by the mention of a 2,000M² Veterinary and Pharmacy building and a 10,100M² One Health building, suggesting the monitor will engage with significant construction undertakings.

3. Background & buyer context

This procurement is being conducted by South East Technological University (SETU). The requirement for an independent project monitor for capital works projects indicates SETU's commitment to robust oversight and management of its construction investments. The context suggests SETU is undertaking or planning significant capital development, as evidenced by the mention of specific building projects like the Veterinary and Pharmacy building and the One Health building. This procurement aligns with standard public sector practices for managing large-scale capital expenditure, ensuring accountability and value for money. No specific programme or policy is explicitly cited as the driver, but it falls within the general remit of university capital development and asset management.

4. Eligibility & selection criteria

To be considered for this tender, bidders must meet the following minimum requirements:

• Turnover requirement: A minimum average annual turnover of €100,000 (exclusive of VAT) for each of the three most recent financial years.
• Insurance: The successful tenderer must hold the following insurances for the term of the Services Contract:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Professional Indemnity: €1 million
• Certifications: Not specified for this tender.
• Past experience: Bidders must have successfully performed three (3) contracts involving the provision of a similar service (as per Appendix 1) within the past five (5) years. These reference contracts must have delivered some or all of the same contract requirements as proposed and be of similar or greater value to the contract being tendered for.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender, beyond the implicit requirement for services to be provided in Ireland.

5. Award criteria & scoring

The contract will be awarded to the most economically advantageous tender (MEAT). The evaluation process will involve assessing compliant tenders against defined award criteria. The specific weighting for each criterion and any minimum scoring thresholds are not detailed in the provided extract. The tender documents state that tenders will be evaluated and ranked according to the award criteria, with the highest-scoring tender ranked first.

6. Submission requirements

Bidders must submit their tenders electronically via the eTenders platform (www.etenders.gov.ie). Key submission requirements include:

• Method statement / response document: Bidders must complete the relevant sections of the tender response document, including a table declaring they meet minimum requirements.
• CVs: Not specified for this tender.
• Pricing schedule: Bidders must complete the Pricing Schedule at Appendix 2. Prices must be all-inclusive, in Euro, and exclusive of VAT.
• Case studies: Bidders must provide details of three (3) reference contracts performed within the past five years, meeting specified criteria for similarity and value.
• Declarations:
• European Single Procurement Document (eESPD) must be completed electronically.
• A scanned, signed copy of the Tenderer’s Statement (Appendix 3) on letterhead is required.
• Tax Clearance Access Number and Tax Reference Number must be provided for online verification.
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via the eTenders electronic postbox. A maximum upload size of 4GB applies. Tenders must be received no later than the Tender Deadline.

7. Key dates & process

8. Contract terms that matter

The Services Contract will have an initial term of two years (24 months). SETU reserves the right to extend this term by up to 12 months, with a maximum of two such extensions, for a total potential contract duration of four years. All prices quoted must remain valid for the initial term and any extensions, up to 12 months. Currency variations over the contract term will be borne by the Tenderer. Payments will be made in accordance with the Services Contract at Appendix 5. The contract includes provisions for compliance with environmental, social, and labour laws, including undertakings related to employee rights in the event of transfers of undertakings. Tenderers must indemnify SETU for claims arising from failure to comply with these regulations.

9. Risks, red flags & unusuals

The estimated expenditure for the Services Contract is not disclosed, with a placeholder indicating "€". This lack of a stated budget or value band may present a risk for bidders in assessing the scale and profitability of the opportunity. The requirement for three reference contracts of similar or greater value within the past five years, coupled with a minimum annual turnover of €100,000, suggests a focus on established firms rather than very small or new entrants. The contract term of two years with potential extensions up to four years is standard, but the absence of a defined go-live date or mobilisation period could imply a need for rapid commencement post-award.

10. SME fit assessment

This tender is structured to be accessible to Small and Medium Enterprises (SMEs), with SETU actively encouraging their participation, including through consortia or relationships with larger enterprises. A credible bidder would likely be a consultancy or firm specialising in construction project management and monitoring. The minimum turnover requirement of €100,000 annually suggests that very small, sole-trader operations may struggle to meet this threshold consistently over three years. The requirement for three prior similar contracts of comparable value indicates that bidders must have demonstrable experience in managing projects of a significant scale. The bid preparation effort is likely moderate, involving the completion of the eESPD, a pricing schedule, and detailing past performance. The tender does not explicitly signal an incumbent, but the focus on established experience suggests firms with a track record in public sector capital works would be well-positioned.

11. Where to dig deeper

• Source RFT filename: [SETU RFT Project Monitor.docx]
• eTenders CFT ID: Not specified in the provided text.
• Contact email or clarification portal: Messaging facility on www.etenders.gov.ie
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement
• Appendix 5: Services Contract